These guidance notes are designed to help branches and organisers navigate the regional and national processes for the payment of branch honoraria.
The following process has been put in place for branches that intended to award honoraria at their branch AGM, but had to delay the meeting because of the Covid-19 outbreak.
Please complete this online form. The Regional Honoraria Panel will make a decision in lieu of the branch AGM. The branch should follow all other advice below to upload honoraria payment information to WARMS.
The Regional Honoraria Panel will not be physically meeting, but decisions will be made by email and the branch secretary will be contacted in the event the panel require more information.
For branches that held their AGM, please follow the normal advice and processes as outlined below.
Regional Honoraria Contacts:
Claire Harvey / firstname.lastname@example.org
2020 Honoraria Panel Meeting Dates:
The Regional Honoraria Panel is a lay member committee which adjudicates on honoraria proposals made by branches which require any decision from the region. The following meetings of the panel will take place in 2020 where branch proposals requiring regional intervention will be discussed:
- all regional meetings have been cancelled until 31 May 2020 due to the Covid-19 outbreak. During this period the panel will make decisions by email. This is under constant review and new dates will be publicised in due course.
General Guidance (All branches wishing to award honoraria):
If a branch wishes to award honoraria, they should refer to the document above and note the information below:
- Discuss proposals during the Organising Framework / Joint Branch Assessment meeting.
- The branch committee should agree proposals before the AGM (and this should be minuted).
- A quorate AGM should then discuss and vote on the proposals.
- Following approval at a quorate AGM, branches should upload payment information to WARMS themselves in line with the national guidance (link above).
For those payments to be processed, RMS will be checked for the AGM date, whether it was quorate, and whether the branch’s rules allow for the payment of honoraria. Providing all those things have been input on RMS, regional approval will be given to the branch’s payments.
IMPS will then process payments on the 15th of each month. If the 15th falls on a weekend or bank holiday, Honoraria will be paid on the last working day before. For 2019 claims, the first payment will be made on 13th March 2020 then 15th April and so on. Please note it takes 2-3 working days after the payment date for the payment to reach the recipients bank account.
If branches wish to have honoraria payments processed from this tax year – 2019/20 – the final date for complete and accurate submission (including regional approval) to IMPS is 3pm on 13 March 2020.
Branches with Honoraria under 10% of 2019 funding allocation
For the majority of branches in the region, honoraria will be under 10% of their funding allocation in 2018, and no regional intervention will be required.
Branches with honoraria over 10% of 2019 funding allocation
10% of funding is the regional intervention point, and any branch wishing to award over 10% will need approval from the Regional Honoraria Panel (a sub-committee of Regional Council).
Branches are advised to seek approval from the panel before their AGM if they wish to award over 10% of income to ensure no undue delay with payments.
If you, or your branch, has a query about what 10% of their funding equals, please contact Claire Harvey.
For the panel to make a decision they require the following information, which and will automatically be forwarded to Claire (please click the box and fill in the form).
The panel will then inform the branch and Regional Organiser of the outcome and whether they are recommending changes to the branch’s proposals. If branches disagree with the panel’s recommendation, they will be given the opportunity to make further representations either face-to-face or in writing. After this, if there remains a fundamental disagreement between the branch and panel, the branch may appeal to national (contact Claire if this becomes necessary).
Once this process is complete, as with branches with proposals under 10%, branches will need to upload payment info to WARMS, and the regional checks will be made before IMPS processes the payments.
Branches that wish to pay honoraria, but hold an inquorate AGM
If an AGM is inquorate and a branch wishes to award honoraria, then they must also seek the approval of the regional panel.
For the panel to make a decision they require the information contained in this protocol.
NB, if a branch has already been through the over 10% process, detailed above, with the panel – please contact Claire first because it may not be necessary for the branch to undergo all requirements contained in this document.
Branches not live on WARMS
Any branches not live on WARMS but wishing to pay honoraria will need to contact Claire for their payment information to be uploaded to the system.
The branch will still need to have their honoraria approved by their quorate AGM and / or the Regional Honoraria Panel, but once approval has been given they should send Sam the following information for all honoraria recipients.
- Membership number
- Role in the branch (for which the honoraria is being awarded)
- Date of birth
- Amount to be paid
- NI number
- Bank address
- Bank account number
- Bank sort code